Administrative Assistant

Holiday Inn Club Vacations • Orlando, FL

4d • Onsite

About The Position

At Holiday Inn Club Vacations, we believe in strengthening families. And we look
for people who exhibit the courage, caring, and creativity to help us become the
most loved brand in family travel. We’re committed to growing our people,
memberships, resorts, and guest love. That’s why we need individuals who are
passionate about life and bring those qualities to work every day. Do you
instill confidence, trust, and respect in those around you? Do you encourage
success and build relationships? If so, we’re looking for you.

The Administrative Assistant is responsible for serving as a representative of
the company and providing a welcoming and professional first impression both on
the telephone and in person. This role exercises initiative and independent
judgment in managing the schedule of the Executive Suite’s Members, and the
office’s daily activities. The Administrative Assistant uses discretion in the
dissemination of information and prioritizes and manages multiple projects
simultaneously with little or no supervision. They are expected to be proactive,
to demonstrate exemplary organization and system skills, and to be an effective
and clear communicator both in written and verbal communication and operate with
a high level of professionalism and discretion.

The Administrative Assistant is expected to work Monday through Friday at the
corporate headquarters, which is located in Orlando, Florida.

Requirements

• High School Diploma or equivalent required
• Minimum of 2 years administrative experience
• Excellent organizational skills and strong attention to detail, and the ability to multi-task and prioritize projects with minimal supervision.
• Advance working knowledge of computer skills, including, but not limited to Word, PowerPoint, Excel, Access, Visio, and Outlook.
• Maintains workflow under pressure in a fast-paced, high-profile work environment. Provides systematic and dependable follow-up as well as a high level of organization and preparedness.
• Strong Interpersonal Skills

Nice To Haves

• Higher education degree preferred
• Keynotes and other creative suite products are a plus.

Responsibilities

• Greet and assist executive team members, visitors, and vendors, creating a welcoming and professional environment while directing guests appropriately.
• Maintain conference room and shared calendars, ensuring meetings are scheduled accurately and spaces are prepared in advance.
• Coordinate basic travel arrangements as needed, including flights, hotels, and transportation, ensuring details are organized and accessible.
• Prepare meeting materials, including agendas, copies, and printed documents to support daily operations.
• Keep the executive office and common areas clean, organized, and fully stocked with necessary supplies to ensure a smooth and professional workspace.
• Support day-to-day administrative tasks, including printing, scanning, organizing documents, sorting mail, and maintaining office records.
• Monitor and replenish office supplies, ensuring materials are readily available for team and meeting needs.
• Assist with scheduling meetings and coordinating lunches, ensuring all logistical details are handled efficiently.
• Communicate and coordinate with internal teams or vendors for any office maintenance or facility needs to maintain a well-functioning environment.
• Provide general support for team projects and daily operations as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED